For the implementation of the "Chinese People's *** and State Archives Law", to ensure the integrity of the Reclamation social insurance system archives, improve the scientific and standardized management of the archives, specially formulated this system.
I. The office of the General Administration and Branch Social Security Bureau shall be the archives management department of the two-level organization, and the Farm and Ranch Social Security Bureau shall designate a special person to manage the clerical files, accounting files and business files.
Second, the three-tier social security institutions in the party affairs, administration, business, as well as financial, personnel and other work formed in the preservation and utilization of the value of the documents and materials should be filed and archived. The business section is responsible for business documents and regular filing to the office; the financial section is responsible for financial files and regular filing to the office; the rest of the documents and materials required to be filed and archived are handled directly by the office, the director of the office and full-time clerical, archivist should be the unit of the business sector and subordinate institutions of the archives management work to guide, supervise and inspect.
Third, the archives and archiving requirements:
(a) should be filed documents and materials complete, complete;
(b) documents and telegrams in accordance with the linkage of their contents, combined organization, volume;
(c) archived documents and materials, to maintain the historical links between them to distinguish between the preservation of the value of the classification of the organization, file, the title of the case file is simple and precise, to facilitate safekeeping and use. Convenient for storage and utilization.
Four, related to cadres and personnel management, wages, titles, preparation and other aspects of the documents and materials of the file and staff of the cadres and workers files, managed by the political and industrial section.
Fifth, there is a file and archiving functions of the section (office) should be in the first half of the second year to the Office of the transfer of files, the Office of the archivist and the section (office) to the transfer of people according to the transfer of directory, inventory checking, and fulfill the signature procedures. Financial records from the beginning of the volume can be kept in the financial sector for a year, but should be designated by a person to keep, more than one year must be transferred on time.
6, the office is responsible for file management of full-time and part-time staff, should be in conjunction with the business section, according to the needs of the work, the preparation of the necessary directory, cards, indexes and other tools, editing the archives collection and a variety of reference materials, and proactively carry out the use of archives, the work for the unit's services, and pay attention to mastering the use of the archives effect.
VII, the scope of archiving, storage period and file destruction
(a) the scope of the archived documents and materials: all reflect the unit's party work and business activities, with the value of the documents and materials are archived.
1. Documents and materials of higher authorities or business administration:
(1) the main documents and materials of the meetings held by higher authorities which need to be carried out and implemented;
(2) documents issued by higher authorities belonging to the competent business of the unit and to be carried out, as well as general issuance of non-competent business of the unit but need to be carried out and implemented in the regulatory documents;
(3) Important instructions, speeches, congratulatory speeches, photos and audio and video recordings with special preservation value made by leaders from higher levels during inspections and checks of the social security work in the Reclamation Area;
(4) final drafts and printed copies of documents drafted on behalf of the higher levels and adopted;
(5) documents forwarded on behalf of the higher levels to the unit (including those reproduced in newspapers and journals).
2. Documents and materials of the unit:
(1) A full set of documents and materials of the working conference of the social security system organized by the unit, the professional conference of the social security system as well as all kinds of audio-visual materials;
(2) Materials of the meeting of the party group and the administrative leadership of the unit (bureau meeting);
(3) Materials of all kinds of official documents issued by the unit (including those forwarded to and jointly issued with other administrative departments);
(4) The final drafts and printed copies of all kinds of official documents (including those forwarded to and jointly issued with other administrative departments). (including forwarding and joint issuance with other administrative departments) of various official documents issued by the unit, the draft of the issuance, the draft of the printing, the revised draft of important documents;
(4) the unit's request and the higher authorities or competent departments of the approval of the document, the request of the subordinate agencies and the unit's approval of the document;
(5) the unit and its internal functional departments of the operational activities of the formation of the work plan, summaries, reports, the annual objectives of the management evaluation (6) Documents and materials reflecting business activities and standardized management of business;
(7) Data and materials reflecting the original and basic data of business activities (important bases), data and materials of informatization processing (uploading and downloading) and information system operation (including backed-up computer disks and tablets), and work records;
(8) Documents that need to be established and reflected in each business operation;
(9) Documents that need to be established and reflected in each business operation;
(10) Documents that need to be established and reflected in each business operation; and (8) Individual account information of each business insurance that needs to be established and reflected;
(9) Important documents and materials formed by inspections, investigations and researches of subordinates;
(10) Statistical raw ledgers, statistical reports, summarized statistical reports and statistical analysis information (including backed-up computer disks and tablets, etc.);
(11) Vouchers, books of accounts, financial statements, other financial information and summarized financial statements (backup computer diskettes, etc.);
(12) audit notices, audit investigation notices, audit working papers, audit reports, audit opinions and audit decisions, etc. formed during the audit;
(13) documents and materials of the unit for the purchase and construction of office buildings, major renovation projects, expropriation of land, as well as the construction of capital projects, completion, purchase of large and medium-sized equipment, and the purchase of Documents and materials of large and medium-sized equipment, development and construction of information technology management system, etc.
(14) Documents and materials of regulations, guidelines, bylaws, and management systems formulated by the unit;
(15) Documents and materials of the unit's establishment, merger, abolition, renaming, and activation of the seal, as well as the organization's brief rules, and the staffing establishment, etc.
(16) Historical development, events, and the system's history;
(17) Documents and materials of the unit and the system's history, events, and the system's history (16) the unit, the system's history, events, reflecting the important activities and events of newspaper clippings, audio-visual materials, honors and awards, such as certificates and other documents and materials;
(17) the unit (including the report, under the approval of the cadres appointed and dismissed (including for the record), deployment, training, declaration of professional and technical positions, examination and evaluation, assessment and appointment, party members, members, cadres and workers roster, statement, and the examination of the staff, Examination, attendance, evaluation, recruitment, employment, regularization, classification, transfer, retirement, retirement, rest, assessment of disability, pension, death and other work and cadres, such as merit awards and punishments and other documents and materials;
(18) the unit and in accordance with the authority of cadre management for the subordinate unit for the transfer of cadres, workers, wages, administration, the party, the league, the trade union organization letter of introduction and stubs;
(19) property Materials, archives, etc., the handover vouchers, inventories.
(20) The final draft and printed version of the unit's business publicity, "CI" planning, the final draft and printed version of the information reflections, newsletters, brochures and other publications, the final draft of the editorial publications, samples;
(21) The unit and the outside world to sign a variety of contracts, agreements, and other documents and materials;
(22) other documents and materials that should be filed in accordance with the relevant provisions.
3. Documents and materials of the same level of administrative departments or operational departments and non-affiliated organs.
(1) the same level of administrative departments or operational departments and non-subordinate organs issued by the unit is not in charge of the business but need to implement the regulatory documents;
(2) the relevant operational organs of the unit to check the work of the formation of important documents;
(3) the same level of administrative departments and non-subordinate organs and the unit of the contact, consultation and consultation of the work of the important exchange of documents.
4, the documents and materials of subordinate units:
(1) important work plans, reports, summaries, statistical statements of typical materials, financial budgets, final statements and other documents submitted by subordinate units;
(2) policy filing documents submitted by subordinate units (branch social security bureau).
(B) storage period
The storage period of the archives is determined by the preservation value of the archives, according to the relevant provisions of the State Archives Administration, the storage period of the archives is set as permanent, long-term and short-term three kinds of long-term for about 16-50 years, short-term for less than 15 years, specialized archives have another retention period and the destruction of provisions in accordance with the relevant provisions of the implementation. Reclamation social security system file retention period in addition to the accounting files separately, the other files are listed as permanent, long-term and short-term preservation.
1, permanent preservation of the files: the development of the unit belongs to the policy documents; dealing with important issues in the formation of documents, materials; held an important meeting of the important documents and materials; important instructions, reports, summaries; accounting statements, comprehensive statistical statements; the evolution of the organization, the unit leader of the appointment and dismissal of the documents and materials; directly under the higher authorities issued by the unit in charge of the business and to carry out important documents and materials and non-directly subordinate to the business and to carry out the implementation of the important documents and materials. Important documents and materials issued by the directly subordinate organs and important documents and materials issued by the non-directly subordinate organs for the business of the unit and to be carried out; basic data constituting the database and important business information on the operation of the system (including back-up computer disks) and information on the personal accounts of the various types of basic insurance.
2, belonging to the long-term and short-term preservation of the archives by the Office in conjunction with the business section should be filed and archived *** with the development of the custody period, reported to the competent or sub-administrative leaders to approve the implementation of; belonging to the document archives by the Office in accordance with the relevant provisions of the development of the custody period, reported to the competent or sub-administrative leaders to approve the implementation of.
(C) file destruction management
According to the custody period has expired and has no value of the archives can be identified and destroyed periodically. Belonging to the business or professional files by the director of the office and the relevant business section chief, identification and confirmation; is a paper file by the archivist and the director of the office **** with the confirmation. Destroyed before the archivist register, the director of the office and the relevant business section chief *** with the signature, reported to the unit in charge of the leader or the supervisor approved by two people in a designated place to monitor the sale, and signed the destruction of the inventory.
Eight, the management of accounting records
(a) accounting records by the General Administration and Branch Social Security Bureau to form a custodian unit to achieve centralized and unified management. The Finance Section of the Social Security Bureau of the General Administration shall transfer the accounting files kept for more than one year to the office archivist for unified management; the Finance Section of the Social Security Bureau of each sub-bureau shall transfer the accounting files kept for more than one year by the sub-bureau and the Farm and Ranch Social Security Bureau to the office of the sub-bureau for unified management (the accounting files of the medical insurance, work-related injury insurance, and maternity insurance which have not been realized by the Bureau shall be still properly kept by the Farm and Ranch Social Security Bureau).
(ii) According to the annual form of classification method, the archivist shall classify the meeting files into four categories, namely, vouchers, books, statements and other separately form the custodial unit.
(iii) The period of custody of accounting records shall be counted from the first day after the end of the accounting year. Accounting records for the custody period for permanent, regular two kinds, reclamation area social security system accounting records of the custody period is clearly:
1, accounting vouchers: 15 years.
2, accounting books: cash journal, bank deposit account for 25 years, other 15 years.
3, accounting statements: budget statements for 5 years, annual accounts statement permanently, other statements for 15 years.
4, other 15 years.
5, fixed assets cleanup and scrapping, cleaning up after 5 years.
6, accounting records transfer inventory 15 years.
7, accounting records custody inventory 25 years.
8, accounting records destruction inventory 25 years.
(d) the archivist should be divided into different categories of accounting records, according to the length of the custody period in order to arrange the file, to achieve scientific management, proper storage, stored in an orderly manner, easy to find, the same time the strict implementation of the security and storage system, shall not be randomly stacked, and to prevent damage, loss and leakage of confidentiality.
(E) archivist should be together with the relevant personnel of the Finance Section *** with the preparation of a complete accounting file directory, in order to facilitate the search, provide, use. And *** with the management of accounting records of the branches of business guidance, supervision and inspection.
Nine, file storage system
(a) the storage of archives must have a special library, and have a special cabinet, racks, rows of shelves, rows of cabinets to be scientific and easy to find, so that the scientific management, neatly arranged, and sound retrieval tools.
(2) microfilm, photographs, tapes, CD-ROMs, disks, the custody of the specified requirements. Backup disks, CD-ROMs and other important business data and information should be stored and kept off-site.
(C) to regularly carry out the cleanup and checking of the archives, so that the accounts and things match.
(d) the warehouse should be ventilated frequently, to achieve cleanliness and hygiene. No smoking in the warehouse to avoid fire, and to do seven prevention: fire, theft, moisture, rodent, insect, dust, light, to ensure safety and extend the life of the archives.
(E) receiving and borrowing files must be carefully accepted, and handle the handover and loan procedures.
(F) should always check the safety and custody of permanent files and accounting records, and find problems in a timely manner.
Ten, file lending system
(a) borrowing files are to fulfill the lending procedures, the borrower has borrowed files and return files should be signed and dated.
(2) the loan of the archives shall not be lent to others.
(c) accounting files can only be borrowed by the financial sector and audit department with the formalities, other departments and personnel are not borrowed.
(d) All files should be kept in a secure and confidential manner, and should not be soiled and scratched, smudged, cut and demolished.
(e) The borrowed files shall not be copied or photographed without approval. The time limit for borrowing archives is seven days, and they should be returned in time after use. If they are not used up by the end of the period, they should renew the borrowing procedures.